ExCEL After School Program Lead Agency/Site Coordinator Meeting April 22, :00 –11:00 - ExCEL Admin & Program Updates 11:00–1:30 : Professional Development Workshops ExCEL August Institute – August 7 th – St. Mary’s Academic Liaison meetings: April 29 th (M/H) and May 6 th (E)- 10-1pm at St. Mary’s Cathedral First Source Hire Initiative reminders Deadlines – Don’t miss them! Summer Facilities Use Permit – DUE YESTERDAY! Harvest of Month – Recognitions! ExCEL Lesson Plan – Recognitions! Restorative Practices – Recognitions! Chess Academy Brain Break Activity…..

TimeHall of Culture 11:00-11:45Mandatory - EMS Summer Training 11:30-12noonMandatory – Seamless Summer Meals Program 12noonExCEL Leadership Council TimeConference Room 11:00-11:45Mandatory – Family Literacy 12:00-1:00Completing Contracts 101 TimeDance Studio B 11:30-12:30Motor Skills for ES students 12:30-1:30School Loop Pilot TimeNia Room 11:00-12:00N Lesson Plan Template & Enrollment Form 12:00-1:00August Institute 2014: Imagine Something Different 11:00–1:30 : Professional Development Workshops

First Source Hire Initiative Are you interested in joining? Contact mele NUMO: January

First Source Enrollment Timeline April 7 th through April 30 th : Collect enrollment packets and route to Karina at ExCEL May 2 nd : Students who have submitted packets will be invited to an Informational Session Week of May 12 th : Student Informational Session at 20 Cook Week of June 30th: Student Orientation at CCSF for registration, campus tour, and photo id’s July 7 th : CDEV 95 Begins!

Contact Mariana Chavez, Academy Pathway DE Counselor Valerie Abaunza, Academy/Pathway DE Coordinator/Counselor Karina Henriquez at ExCEL X1015

Deadlines, Deadlines, Deadlines….. FINAL INVOICES May 19 th is the FINAL day to submit budget revisions for invoices. June 6 th is the FINAL day to submit May invoices. July 9 th is the FINAL day for FY invoices. Please do not submit multiple months of invoices in July.

Summer FUPs Full payment must be submitted to the Real Estate Office at least 3 business days prior to the first requested use date. Once the Real Estate Office receives the payment, they will approve the permit. In order to approve the permit, we will need the completed permit application, with all signatures, initials and addendums, and insurance. A 40% discount will be applied for 1 program (at a school site) and a 50% discount for 2 or more programs (at a school site). The $100 flat rate will apply after 5 pm and before 8 am from June 2 through July 18th Mondays through Fridays, excluding holidays and weekends. This rate applies only if ExCEL CBOs are using the same (or less) facilities that they have already paid for under the discounted summer Excel rate. Regular fees will apply if a program decides to use more facility areas than otherwise stated on the permit.

Top 10 reason for delays in FUP processing 1. Missing ExCEL signature 2. Missing pages – there are 5 total pages for the permit (not including addendums) 3. Missing principal signature 4. Missing # of students served 5. Missing initials on page 5 of the permit 6. Program hours do not match the hours in the rate sheet 7. Program dates do not match the hours in the rate sheet 8. No application for use of cafeteria/kitchen if you check “Kitchen” – there is a cost associated 9. Missing designation of bathrooms per Section Insurance not being up to date

Stop, Drop & DANCE flashmob style WHAT: Stop, Drop & Dance Flashmob WHY: To Celebrate International Dance Day To Promote Inclusion & Diversity To Participate a City-Wide After School Event To Have Fun! WHEN: Tuesday, April 29- time TBD?

TimeHall of Culture 11:00-11:45Mandatory - EMS Summer Training 11:30-12noonMandatory – Seamless Summer Meals Program 12noonExCEL Leadership Council TimeConference Room 11:00-11:45Mandatory – Family Literacy 12:00-1:00Completing Contracts 101 TimeDance Studio B 11:30-12:30Motor Skills for ES students 12:30-1:30School Loop Pilot TimeNia Room 11:00-12:00N Lesson Plan Template & Enrollment Form 12:00-1:00August Institute 2014: Imagine Something Different 11:00–1:30 : Professional Development Workshops

Top 10 things to be sure of when submitting your contract: 1.Three copies – single sided! - All signatures are in BLUE and are original (wet) 2.Headers and footers are on all forms – no reusing of forms! 3.Pagination is X of Y throughout – contract, program summary, budget 4.Do NOT rename budget form – this will CHANGE the header and Contracts Office will return for correction 5.Insurance is UP TO DATE 6.TB/CBC is UP TO DATE – TB every four years. 7.Budget matches amount in contract document – to the dollar! 8.Administrative expenses are no more than 7.5% 9.Subcontractors are listed in budget AND program summary 10.You have on file up to date insurance and TB/CBC for ALL subcontractors. Best practices is that you have an MOU or subcontract agreement with ANY subcontractors

Contract Dissection After Schools Program Services Agreement – 28 pages Attachment 1: Program Summary – 5 pages Attachment 2: Weekly Program - 1 page Attachment 3: Budget pages: Single – 1 page Multi Funded – 5 pages

After School Program Services Agreement

Attachment 1: Program Summary